SPONSOR & PARTNER TERMS & CONDITIONS

1. SPONSORSHIP COMMITMENT & PAYMENT TERMS

Payment Schedule

All sponsorship and exhibition packages require payment according to the following schedule:

Early Commitment (More than 90 days before event):

  • 50% deposit due upon contract signing
  • Remaining 50% due 60 days prior to the event

Standard Commitment (60-90 days before event):

  • 100% payment due within 14 days of contract signing

Late Commitment (Less than 60 days before event):

  • 100% payment due immediately upon contract signing

Payment Methods

  • Bank Transfer (preferred)
  • Credit Card (processing fees may apply)
  • PayPal for international sponsors

All payments must be made in USD or VND as specified in your sponsorship agreement.

2. CANCELLATION & REFUND POLICY FOR SPONSORS

Cancellation Timeline

Cancellation More Than 120 Days Prior to Event:

  • Eligible for 80% refund of total sponsorship fee
  • 20% retained to cover administrative costs and lost opportunity costs

Cancellation 90-119 Days Prior to Event:

  • Eligible for 50% refund of total sponsorship fee
  • 50% retained to cover committed marketing expenses and venue arrangements

Cancellation 60-89 Days Prior to Event:

  • Eligible for 25% refund of total sponsorship fee
  • 75% retained as organizers have committed to significant event production costs

Cancellation Less Than 60 Days Prior to Event:

  • No refunds will be issued
  • Sponsor name and logo will be removed from all future marketing materials
  • Already printed materials may still feature sponsor branding

Refund Processing

  • All refunds will be processed within 30 business days of written cancellation notice
  • Refunds are subject to banking and foreign exchange fees as outlined in Section 6

3. SPONSORSHIP PACKAGE MODIFICATIONS

Downgrade Requests

Sponsors may request to downgrade their sponsorship tier under the following conditions:

More Than 90 Days Prior to Event:

  • Downgrades permitted with no penalty
  • Difference in package value will be refunded minus $200 USD administrative fee

60-90 Days Prior to Event:

  • Downgrades permitted with 25% penalty on the difference in package value
  • Example: Downgrade from $10,000 to $5,000 package = $5,000 difference × 25% penalty = $1,250 penalty. Refund: $3,750

Less Than 60 Days Prior to Event:

  • Downgrades not permitted
  • Sponsors may transfer unused benefits to the next year’s event (see Section 4)

Upgrade Requests

Sponsors may upgrade their package at any time before the event by paying the difference in package value. No penalties apply to upgrades.

4. SUBSTITUTION & PACKAGE TRANSFER

Company Substitution

If your company cannot participate, you may transfer your sponsorship package to another organization:

Transfer Fee: $500 USD administrative fee for legal documentation and rebranding Deadline: Must be completed at least 30 days before the event Requirements: New sponsor must sign the sponsorship agreement and meet all obligations

Credit Rollover to Next Edition

If you cannot participate in the current edition, you may request a credit rollover:

Eligibility: Available only for cancellations made 90+ days before the event Credit Value: 75% of paid sponsorship fees Validity: Credit valid for the next edition of Beauty Summit Vietnam only (non-transferable to other events) Expiration: Credit expires if not used within 18 months

5. BOOTH & EXHIBITION SPACE

Booth Assignment

  • Booth locations are assigned based on sponsorship tier and payment date
  • Premium sponsors receive priority location selection
  • Organizers reserve the right to make final booth placement decisions for optimal event flow

Booth Setup & Teardown

  • Setup: 24 hours before event opening
  • Teardown: Must be completed within 6 hours after event closes
  • Late teardown may incur storage fees of $100 USD per hour

Cancellation Impact

If a sponsor cancels, the booth space will be reassigned. No guarantees of the same location for future events.

6. EVENT POSTPONEMENT & MODIFICATIONS

Event Postponement

If Beauty Summit Vietnam is postponed or rescheduled by the organizers:

  • Sponsorship agreements automatically transfer to the new dates
  • All benefits and booth locations are preserved
  • If new dates are unacceptable, sponsors may request:
    • Full refund (if postponement exceeds 6 months)
    • Credit rollover to the next edition (see Section 4)
    • Partial benefit fulfillment (digital marketing, logo placement on website)

Venue or Format Changes

Organizers reserve the right to modify:

  • Event venue (within Ho Chi Minh City or Hanoi)
  • Event format (hybrid, virtual component additions)
  • Duration (within ±1 day of original schedule)

Such changes do not constitute grounds for cancellation or refund unless the changes materially diminish the sponsorship value by more than 30%.

7. FORCE MAJEURE

The organizers shall not be held liable for cancellation or modification due to Force Majeure events, including:

  • Natural disasters (typhoons, floods, earthquakes)
  • Government restrictions or travel bans
  • Public health emergencies
  • Civil unrest or security threats
  • Venue unavailability due to circumstances beyond control

In Case of Force Majeure Cancellation:

  • Option 1: Full credit (100% of fees paid) toward the next edition
  • Option 2: Partial refund (70% of fees paid), with 30% retained for unrecoverable costs
  • Option 3: Virtual benefit package (digital branding, online event presence)

Sponsors will be notified within 7 days of any Force Majeure situation and given 21 days to select their preferred option.

8. SPONSORSHIP BENEFITS & DELIVERABLES

Benefit Fulfillment Guarantee

Organizers commit to delivering all benefits outlined in the sponsorship agreement. If unable to deliver specific benefits:

  • Substitute benefits of equal or greater value will be offered
  • If substitution is unacceptable, proportional refund will be provided (calculated as: specific benefit value ÷ total package value × amount paid)

Marketing & Branding Deadlines

To ensure proper benefit fulfillment:

Logo & Brand Assets: Due 60 days before event Promotional Materials: Due 45 days before event Speaker/Panel Submissions: Due 90 days before event Booth Graphics: Due 30 days before event

Late Submission Penalty: Benefits submitted after deadlines may not be fully executed. No refunds for missed deadlines.

9. INTELLECTUAL PROPERTY & CONTENT USAGE

Sponsor Content

  • Sponsors retain ownership of all submitted marketing materials
  • Organizers receive perpetual, non-exclusive rights to use sponsor logos in event promotion and post-event materials
  • Sponsor approval required for content usage beyond standard event marketing

Event Content

  • Beauty Summit Vietnam retains rights to all event recordings, photos, and content
  • Sponsors receive access to event content for internal use only
  • Commercial use or public distribution requires written permission

10. LIABILITY & INSURANCE

Sponsor Responsibilities

  • Sponsors are responsible for insuring their own booth materials, products, and staff
  • Organizers are not liable for theft, damage, or loss of sponsor property
  • Sponsors must maintain adequate liability insurance for their booth activities

Indemnification

Sponsors agree to indemnify and hold harmless the organizers from any claims arising from:

  • Sponsor’s booth activities or products
  • Actions of sponsor’s staff or representatives
  • Breach of sponsor’s obligations under this agreement

11. REFUND PROCESSING & CURRENCY

Method

Refunds will be processed to the original method of payment within 30 business days.

Currency

All refunds are processed in the currency of original payment (USD or VND).

Banking Fees

Sponsors are responsible for any foreign exchange losses or bank transaction fees incurred during the refund process. Organizers refund only the calculated amount per the policy terms.

12. VAT & INVOICING

VAT Invoices (Red Invoice)

Vietnamese VAT invoices are available upon request. Provide company tax details at the time of payment.

Important: VAT invoices cannot be modified after 14 days from issue date.

International Invoicing

For international sponsors, standard commercial invoices will be issued in USD.

13. CONTACT & CANCELLATION REQUESTS

For all sponsorship inquiries, cancellations, and modifications:

Email: contact@beautysummit.ai
 Subject Line: Include “Sponsorship Cancellation” or “Package Modification”
 Phone: 0922.895.886
 Response Time: 3-5 business days

Required Information for Cancellation:

  1. Company name and sponsorship tier
  2. Contract/Invoice number
  3. Reason for cancellation
  4. Preferred refund method or credit rollover request
  5. Authorized signatory confirmation

14. AGREEMENT ACCEPTANCE

By signing the sponsorship agreement and submitting payment, sponsors acknowledge they have read, understood, and agree to these Sponsor & Partner Terms & Conditions.

This policy is binding and supersedes any prior verbal or written agreements not explicitly incorporated into the signed sponsorship contract.

For Questions or Clarifications:
 Contact the Beauty Summit Vietnam Partnerships Team at contact@beautysummit.ai

We value our sponsors and partners and are committed to creating mutually beneficial relationships. Thank you for your support of Beauty Summit Vietnam.